User guide

Help for users and administrators


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Capture payment expenses

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Capturing

If you’ve received an email confirmation for a business expense, why not simply forward that email onto receipts@zetadocs.com. The software will then automatically create an expense for you based on the email content – simple! Alternatively, tap the New Expense button on your home screen or use the add button on the Expenses screen to create a new expense. Use the Payment expense category to capture expenses you’ve incurred on behalf of the company that are not business mileage.

Note: You can filter selection lists by typing some, or all, of the text in the box at the top of the list so that it only shows items containing that text.

Expense fields

The New expense screen comprises a number of fields for you to complete, some required by the system, some like notes are free text, and others that may have been defined by your system administrator. Most fields can be up to 255 characters long and can be edited up to the point that they are included on an approved expense report - plenty of space to justify the expenditure.

Payment methods

Your administrator may have configured multiple payment methods. Choose cash to be reimbursed for expenses paid in cash or your personal credit card. Purchases made on a company credit card are not reimbursable. Select your company credit card from the available payment methods when you’ve incurred expenses on the company credit card. They are then included on your expense report for the finance team to reconcile with the company credit card statement.

Currency

Each expense will always default to your home currency. When you’ve incurred an expense whilst traveling abroad, choose that currency from the list. Enter the receipt amount in the expense amount denoted with the three-letter foreign currency code you chose, and your home currency amount will be automatically calculated using the exchange rate set by your administrator.

VAT on expenses

Value Added Tax; is a reclaimable tax that is paid when goods or services are purchased, and calculated as a percentage of their prices. When you’ve received a VAT receipt for an expense, choose the appropriate VAT Rate and confirm the VAT amount automatically calculated, matches the VAT on the receipt. Check the VAT reclaimable box if VAT paid should be reclaimed so that finance can check and reclaim the VAT. Where part of the expense is not subject to VAT, for example a meal expense where the cost of the meal is subject to VAT, but the TIP is not, the system will automatically calculate the non-taxable amount from the VAT amount you entered and the gross amount entered that includes the TIP.

Itemized expense

Expenses containing more than one item can be split over multiple expense types. This makes reimbursable items easier to identify and approve and is so much easier than creating separate expenses!

Notes

Notes that you make to justify an individual expense can be up to 2048 characters long. Consider keeping notes concise to make them easier for others to read on smaller screens. Incorrectly spelled words are normally highlighted by the browser or device. Notes on expenses are editable by your manager when approving, and by your finance team ahead of final approval, at which point they become permanent.

Receipts

It’s a breeze to snap a photo of an expense receipt. Hit the paper-clip icon to browse your PC or launch the camera or your photo gallery on devices. There is no limit to the number of receipts you can add per expense. Each receipt is assigned an incremental unique ID and listed in the receipts pane in descending ID order. Mistakenly attached receipts are simple to remove using the x icon and confirming the detach receipt message.